Material Item Details

The General Information pane contains information that was entered when the inventory item was created. If you have the appropriate security rights, you can click any of the following links:

• Find Item – to locate and display detail information for a different item

• Edit Item – to update the general information

• Item History – to display item transaction history

The following fields are displayed:

• Part Number – the unique part number for the item

• Item Description – a short description of the item

• FIN – the functional identification number used by the manufacturer to identify the item

• Material Class – the group that the item belongs to, for example, automotive or lighting

• Unit Cost – the cost per item; this value only appears if you have the appropriate security rights

• Contra Account – the general ledger account used to offset the value of the item

• GL Account – the general ledger account used for the cost item

• Manufacturer – the name of the company that makes the item

• Model – the model name of the item

• Unit of Measure - Issue – indicates how this item is packaged or counted for inventory purposes, for example, each, per foot, or case

• Item Type – either Stock Item or Non-Stock Item where stock items' quantities are tightly managed

• Lot Controlled – Yes if the item is tracked by lot number

• Lot Shelf Life (Days) – the number of days before this item expires (for lot controlled items only)

• Condition – indication of the state of the item, for example, new or reconditioned

• Size – the size of the item, for example, large or small

• Ignore Markup – Yes if a markup percentage should not be added when this item is billed to a work order

• Status – indicates whether the item is Active or Inactive

• Barcode – the item's bar code number

• Comments – any additional comments or information about the item

The Warehouse Item Records pane provides information about the quantity, location, and storage parameters for this item in each warehouse in which it is stored. The information provided in the Warehouse Item Records pane is different for the basic and advanced inventory modules.

Basic Inventory

For each warehouse, the following information is provided.

• On Hand – the number of items that are currently stored in this warehouse

• Reorder Point – the quantity level at which the item should be reordered

• Max On Hand – the maximum number of items that should be in inventory at any time

• Alt Unit Cost – the cost per item at this warehouse

• Last Count – the date on which the items were last counted

• Bins – the bin locations of all items stored in this warehouse

Add Item to Warehouse

Clicking the Add Item to Warehouse link allows you to specify a warehouse that stocks this item. When you add an item to a warehouse, you specify storage parameters that are specific to the warehouse, such as reorder lead time and bin location. These values may differ for the same item from warehouse to warehouse.

To add the item to a warehouse:

1. Click the Add Item to Warehouse link.

   A dialog box opens allowing you to specify item storage parameters.

2. In the Maximum Qty On Hand field, enter the maximum number of items that should be in inventory at any time.

3. In the Unit Cost field, enter the cost per item of items stored in this warehouse.

   This cost value overrides the item's default unit cost (entered on the Create Inventory page) for all transactions that occur for this warehouse.

4. In the Quantity On Hand field, enter the initial quantity you are placing in this warehouse.

   This field allows you to specify an initial quantity outside of the standard inventory receipt transaction. If you would prefer to use an inventory transaction to specify the initial quantity, you can enter 0 in this field. After clicking UPDATE, this field becomes read-only and indicates the quantity of items in all bins in the specified warehouse.

5. In the Active field, select Yes to indicate that the item is active, No to indicate that the item is inactive. Inactive items cannot be selected by users in inventory transactions.

6. Click the Bin Select link to specify the physical storage location of the item within the warehouse.

7. Click UPDATE.

   The item is added to the warehouse and the storage parameters, including the bin it is stored in, are displayed.

Edit Item

Clicking the Edit button allows you to make changes to certain item storage parameters and to add more bin locations for the item.

To edit an item:

1. Click EDIT.

   A dialog box opens displaying the current item details at the top and the bin locations at the bottom.

2. Modify any of the following fields:

   • Maximum Qty On Hand – the maximum number of items that should be in inventory at any time
   • Unit Cost – the cost per item at this warehouse
   • Active– Yes if item is active, No if it is inactive

   Certain values cannot be edited in this dialog box.

   • The Warehouse cannot be changed, but you can use the Add Item To Warehouse link to add the item to another warehouse.
   • The Quantity on Hand can be modified by performing an Inventory transaction such as a receipt or a transfer.

3. To add the item to another bin:

   1. Click the Add Bin link.

   2. Click the Select link to open a bin selection dialog box.

   3. Specify search text for the bin and click FIND.

   4. Click the link corresponding to the bin you want to add.

   5. Click ADD.

4. Once you have completed all of your updates, click UPDATE.

   The updated information is displayed in the warehouse record, including any newly added bin locations.

Advanced Inventory

For each warehouse, the following information is provided.

• On Hand – the number of items that are currently stored in this warehouse

• On Order – the number of additional items that have been ordered but not received

• Factor – the Service Level Factor which indicates the acceptable risk level of shortages

• Transferred – the number of the items that are part of a pending transfer (have been transferred out, but not yet transferred into another warehouse)

• Safety Stock – the quantity of extra items to maintain to prevent shortages

• Markup % – the markup percentage used for this item when calculating the price; this value is only displayed if you have the appropriate security rights

• Reserved – the number of the on-hand items that are currently reserved in shopping carts

• Reorder Point – the quantity level at which the item should be reordered

• Unit Cost – the cost per item at this warehouse; this value is only displayed if you have the appropriate security rights

• EOQ – the Economic Order Quantity which indicates the cost-effective quantity of items to order

• Sale Price – the unit cost with the markup percentage applied; this value is only displayed if you have the appropriate security rights

• Lead Time – the number of days it takes for this item to be received once it has been ordered

• Total Inv Cost – the unit cost multiplied by the number of items on hand; this value is only displayed if you have the appropriate security rights

• Bins – the bin locations of all items stored in this warehouse

Add Item to Warehouse

Clicking the Add Item to Warehouse link allows you to specify a warehouse that stocks this item. When you add an item to a warehouse, you specify storage parameters that are specific to the warehouse, such as reorder lead time and bin location. These values may differ for the same item from warehouse to warehouse.

To add the item to a warehouse:

1. Click the Add Item to Warehouse link.

   A dialog box opens allowing you to specify item storage parameters.

2. In the Warehouse field, select the warehouse the item will be stocked in.

3. In the Reorder Point field, specify the quantity level at which this item should be reordered.

4. Select the Eligible for Reorder check box if you want this item to be included when identifying items that need to be reordered. For more information, see Reorder.

   Although this check box is displayed for all items, Non-Stock items cannot be reordered. Do not select this check box when configuring Non-Stock items.

5. In the Safety Stock field, specify the quantity of extra items to maintain to prevent shortages.

   This value is for informational purposes only and does not prevent items from being issued.

6. In the Economic Order Quantity field, enter the cost-effective quantity of items to order to minimize inventory carrying costs.

7. In the Maximum Qty On Hand field, enter the maximum number of items that should be in inventory at any time.

8. In the Unit Cost field, enter the cost per item of items stored in this warehouse.

   This cost value overrides the item's default unit cost (entered on the Create Inventory page) for all transactions that occur for this warehouse.

   Note:

   If your system is using the moving average cost method for calculating the unit cost for inventory items, the value you enter here will be ignored. The unit cost will be re-calculated by the system every time a receipt, return, or transfer transaction occurs.

9. In the Quantity On Hand field, enter the initial quantity you are placing in this warehouse.

   This field allows you to specify an initial quantity outside of the standard inventory receipt transaction. If you would prefer to use an inventory transaction to specify the initial quantity, you can enter 0 in this field. After clicking UPDATE, this field becomes read-only and indicates the quantity of items in all bins in the specified warehouse.

10. In the Service Level Factor field, enter a percentage value indicating the acceptable risk level of shortages.

    For example, entering .50 indicates that the item should be in-stock 50% of the time

11. In the Markup % field, enter the percentage by which the cost of the item is increased to calculate the price of the item.

    For example, to enter a 15 1/2 percent markup, enter 15.5 (not .155).

12. In the Lead Time field, enter the average number of days it takes for items to be received once they have been ordered.

13. In the Active field, select Yes to indicate that the item is active, No to indicate that the item is inactive. Inactive items cannot be selected by users in inventory transactions.

14. From the Bin selector, click the Select link to specify the physical storage location of the item within the warehouse.

15. Click UPDATE.

    The item is added to the warehouse and the storage parameters, including the bin it is stored in, are displayed.

Edit Item

Clicking the Edit button opens allows you to make changes to certain item storage parameters and to modify the bin locations for the item.

To edit an item:

1. Click EDIT.

   The Edit Warehouse Item dialog box opens displaying the material item details at the top and the bin balances at the bottom.

2. Modify any of the following fields:

   • Reorder Point – the quantity level at which the item should be reordered
   • Eligible for Reorder – marks this item to be included in reorders
   • Safety Stock – the quantity of extra items to maintain to prevent shortages
   • Economic Order Quantity – the cost-effective quantity of items to order
   • Maximum Qty On Hand – the maximum number of items that should be in inventory at any time
   • Service Level Factor – the percentage value indicating the acceptable risk level of shortages
   • Markup % – the markup percentage used for this item when calculating the price; this value is only displayed if you have the appropriate security rights
   • Lead Time – the number of days it takes for this item to be received once it has been ordered
   • Active – Yes if item is active, No if it is inactive

   Certain values cannot be edited in this dialog box.

   • The Warehouse cannot be changed, but you can use the Add Item To Warehouse link to add the item to another warehouse.
   • The Unit Cost can be changed by performing an Item Adjustment inventory transaction. If your system is using the moving average cost method for calculating the unit cost for inventory items, the unit cost will be re-calculated by the system every time a receipt, return, or transfer transaction occurs.
   • The Quantity on Hand can be modified by performing an Inventory transaction such as a transfer, an adjustment, or an item issue.

3. To add the item to another bin:

   1. Click the Add Bin link.

   2. Click the Select link to open a bin selection dialog box.

   3. Specify search text for the bin and click FIND.

   4. Click the link corresponding to the bin you want to add.

   5. Click ADD.

4. To remove an empty bin from the warehouse item record:

   1. Click the Remove link to the right of the bin record.

      The Remove link is only displayed if there is more than one bin associated with an item, and only for empty bins. You cannot remove the only bin association with an item and you cannot remove a bin that contains items.

      A dialog box opens asking you to confirm your choice.

   2. Click OK.

5. To set the bin priority:

   Bin priority determines the order in which bins are displayed to users. In addition, the bin with the lowest number is used as the default bin for inventory transactions.

   1. Click the Bin Priority link.

      A Bin Order field appears for each bin associated with the item.

   2. In the Bin Order fields, enter a numeric value for each bin.

      Lower numbered bins are displayed in drop-down menus above higher numbered bins. The lowest numbered bin is used as the default bin for inventory transactions.

   3. Click the Update link.

      To save the bin order, click the Update link above the Bin Order column to save the bin order, not the UPDATE button in the dialog box.

6. Once you have completed all of your updates, click UPDATE.

   The updated information is displayed in the warehouse record, including any newly added bin locations.

The Supplier Item Records pane provides information about the suppliers that this item is ordered from. For each supplier, the following information is provided.

• Supplier – the name of the supplier of the item; clicking this link opens the Company Details page for the supplier

• Supplier Part# – the supplier's part number, used when ordering the item

• Unit Cost – the unit cost for this item/unit of measure when ordering the item; this value is only displayed if you have the appropriate security rights

• UOM Conversion – any conversion factor from order quantity to individual items

• Primary – indicates whether this supplier is considered a primary supplier

• Comments – comments about the supplier or ordering

Add New Supplier

This link provides a shortcut to the Create Company page, allowing you to add a new supplier company to the system.

Add Supplier to Item

Clicking the Add Supplier to Item link allows you to specify a company that you can order this item from. You can multiple supplier records. To add a supplier:

1. Click the Add Supplier to Item link.

   A dialog box opens allowing you to specify supplier details.

2. In the Company field, select the name of the company that supplies the item.

3. In the Supplier Part# field, specify the supplier's part number for ordering this item.

   The supplier part number may be different from the part number you use to track the inventory item.

4. In the Unit Cost field, enter the cost of the item as it is ordered from this supplier.

   For example, if you typically order the item by the case, enter the cost of an entire case.

5. In the Primary Supplier field, select Yes to indicate that this is a primary supplier.

   You can use this value to indicate which of the listed suppliers are preferred.

6. In the Unit of Measure-Order field, select the unit of measure that indicates how this item is typically ordered from this supplier.

   For example, you can indicate whether this item is usually ordered individually, by the case, or in lots of twenty.

7. In the UOM Conversion field, enter a value indicating the conversion factor for converting the typical unit of measure for ordering into individual items.

   For example, if this item is typically ordered by the case, and a case contains 24 items, enter 24.

8. In the Comments field, enter any additional information needed for this supplier, such as delivery information or purchasing terms.

9. Click UPDATE.

Edit Supplier

Clicking the Edit button allows you to make changes to the supplier item details. To edit a supplier record:

1. Click EDIT.

   A dialog box opens displaying the current supplier details.

2. Modify any of the following fields:

   • Company – the name of the company that supplies the item
   • Supplier Part# – the supplier's part number for ordering this item
   • Unit Cost – the cost of the item as it is ordered from this supplier; this value is only displayed if you have the appropriate security rights
   • Primary Supplier – Yes to indicate that this is a primary supplier
   • Unit of Measure-Order – the unit of measure that indicates how this item is ordered
   • UOM Conversion – factor for converting the unit of measure for ordering into individual items
   • Comments – any additional information needed for this supplier

3. Click UPDATE.

The Attachments pane allows you to attach external files to an inventory item. To attach a file:

1. Click the Browse button to locate a file to attach.

   A dialog box opens allowing you to locate the file you want to attach. You can attach a file from your local hard disk or any networked drive you can access. Files should be no larger than 20MB; the larger the file, the longer it takes to access.

2. Click UPLOAD FILE.

Each uploaded file appears at the bottom of the pane as a link. The date and time the file was attached is displayed along with the name of the user who attached the file. If you click a file name, the file opens if you have the appropriate application or plug-in to view it.

If you want to delete an attached file, click the DELETE button to the right of the file name.

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that material items use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.